SECURITY, CRITICAL INCIDENT PLANNING AND RISK MANAGEMENT The Host Society is responsible for providing all necessary security arrangements during Games week, for establishing a critical incident plan with the appropriate local agencies and implementing a risk management plan. It is important that security arrangements be adequate to ensure a safe and enjoyable atmosphere for the participants, spectators and guests but not to interfere with the goodwill of the Games. As the primary role of the Chefs de Mission and mission staff is the care and discipline of their respective participants, the committee responsible for security should work closely with these individuals during the Games. A critical incident plan must allow for the effective coordination of extraordinary multi-agency responses to manage consequences from a critical incident during the Games. A risk management plan allows the Host Society to reduce or eliminate hazards that could impact Contingent participants, Host Society volunteers and staff, members of the public and others. Host Society KEY POINTS The Host Society is responsible for establishing a comprehensive security and critical incident plan that is coordinated with all host jurisdiction agencies with security and public safety responsibilities. The Host Society is responsible for establishing an overall risk management plan to reduce and eliminate hazards to those impacted by the Games. Security personnel must be the same gender as the residents of the dormitory to which they are assigned. Host Societies are responsible for ensuring that all Games personnel (staff and volunteers) are subjected to security clearance procedures approved by the local law enforcement agency. The AWGIC President, Technical Director and respective Chefs de Mission must be notified as soon as possible of any serious incidents. The AWGIC must approve provisions for security of personal possessions. The AWGIC must approve the dormitory behavior and curfew rules. The AWGIC Dormitory Policy provides guidance in this area. May 6, 2018 7.20-1
Chefs de Mission Chefs de Mission, coaches and mission staff have a responsibility for assisting with Games security. Chefs de Mission are responsible for ensuring that all Contingent personnel (staff and volunteers) are subjected to security clearance procedures approved by the law enforcement agency in their jurisdiction. Each Contingent must have its own Code of Conduct and Discipline Policy. These must be coordinated with the AWGIC and Host Society Policies. KEY PERFORMANCE INDICATORS 20 Months o Committee Chair(s) recruited. o Committee structure established. o Past Games experiences reviewed. o Draft work plan developed. o Security office and check stations identified in draft accommodation plans for both participant/coach quarters and mission headquarters. o Security and critical incident plan under development for review by AWGIC and Chefs de Mission. o Risk Management plan under development for review by AWGIC. 18 Months o Security office and check station plans to be reviewed as part of draft accommodation plans for both participant/coach quarters and mission headquarters. o Security screening process in progress for both volunteers (including Host Society members) and security contractors. 12 Months o Security training plan developed and in implementation. 6 Months o Security office and check station plans to be presented for approval as part of draft accommodation plans for both participant/coach quarters and mission headquarters. o Detailed security plans to be tabled for approval. o Serious Incident Notification Protocol to be provided to chefs and AWGIC. o Security training sessions ongoing. o The AWGIC must approve the dormitory behavior and curfew rules. o Risk Management initiatives reviewed with AWGIC. May 6, 2018 7.20-2
2 Months o Report on testing of emergency evacuation and fire safety plans. o Report on security training progress. o Facility evacuation plans prepared for post throughout the Participant Village. Games o Report to Chef de Mission and AWGIC on a daily basis o Incident reporting. 1. General Notes on the Security The Host Society is responsible for establishing an overall security plan for the Games (including early arrivals and late departures). Elements include: o Coordination with Chefs de Mission (or their designates) including a protocol for various levels of security related issues; o A Critical Incident Plan (see definition below); o Dormitory security; o Evacuation plans; o Crowd control; o Traffic control; o Coordination with local law enforcement and local emergency services; o Coordination with Customs and Airport Security; o Fire arms control; o Security of art exhibits from other jurisdictions; o Coordination of security clearances for staff and volunteers; o Coordination with POLICE/State Policy over security of VIPs (Prime Minister, Governor etc.). It is important that plans clearly identify the roles and responsibilities of security volunteers and staff and the related agencies noted above. For example, it must be clearly understood that: o Matters that would normally involve local police must be referred to them; o Chefs de Mission are normally responsible for Contingent member discipline (see the Discipline Policy); o Coaches and Contingent mission staff have a responsibility for assisting with Games security. May 6, 2018 7.20-3
Security needs are usually coordinated by a committee of volunteers with representatives from many of the above noted groups plus military personnel if available. Volunteers cover some staffing needs while others are contracted out to local security firms. Community policing programs are often a good source of volunteers for the Games. The use of law enforcement personnel is a good way to encourage positive relations between youth and the police. A security office should be set up in the Participant Village, preferably close to the dining center. Security stations must be set up at all unsecured entrances to village accommodation and sports venues. All security personnel must be screened by local law enforcement as to their suitability to work in this area. It is important that all security personnel, both professional and volunteer, be clearly identified by way of special clothing. A representative of the Security Committee must provide a daily report to Chefs on any security matters involving their Contingent members. The Host Society must establish a procedure for notifying the AWGIC President, Technical Director and affected Chefs of serious issues/situations as soon as possible. Security personnel must receive training on Host Society security protocols/procedures including accreditation policy and access privileges and have common information (booklet or similar form) on how to proceed in various circumstances. These must include a clear communications protocol for these personnel or Chefs de Mission and mission staff to follow in case of a disagreement. For the purposes of the AWG, a critical incident is an event or circumstance that requires a response beyond the normal responsibilities of the Host Society (staff or volunteers) to deal with a real or perceived event that negatively impacts or disrupts any aspect of the Games. Examples include: an outbreak of the flu in the participant residence, frozen water lines that disrupt service to a facility or dormitory and similar issues. A critical incident does not include incidents of a criminal, security or public disorder nature, which are the responsibility of the POLICE and are addressed through Games security planning arrangements. May 6, 2018 7.20-4
2. Firearms The Security Committee is responsible for the safe storage and transportation of rifles used for various sports. This committee must coordinate these activities closely with local police, customs officials and the sport committees involved and comply with all laws dealing with the firearms. 3. Dormitories Twenty-four-hour security arrangements must be established at entrances to all dormitory facilities. A minimum of 2 security personnel are to be stationed at dormitories at all times permitting the regular walkabout of personnel for purposes of site checks. The dormitory security plan must include the following elements: o Evacuation plans; o Access to dormitories for residents and approved personnel only; o Female residences are strictly off limits to males (except for emergency situation personnel such as doctors, police etc.); o Male residences are strictly off limits to females (except for emergency situation personnel such as doctors, police etc.); o Host Society security personnel must be of the same gender for the dorms to which they are assigned; o Additional security is required at venues that are both accommodation and competition venues. o Teams with coaches of the opposite gender must make arrangements to meet with their coach at locations other than the dorms. The Host Society must provide reasonable meeting spaces near the dorm facilities for team meeting purposes; o Lockers at a ratio of one locker per three participants or alternative provisions for security of personal possessions. The AWGIC must approve these provisions (see Accommodations section); o Dormitory behavior and curfew rules are to be clear and concise and well publicized. The Chefs review and the AWGIC approve these prior to implementation; o Clear identification of non-smoking policies, including the area around the entrances of all buildings; Whenever possible, the participant rooms should have locks with the keys provided to coaches for access. May 6, 2018 7.20-5
Security personnel are often asked to manage the lost and found system and provide general information to Games participants about the Games and the community. These individuals can be expected to perform some of these duties, but their primary responsibility remains the security of Games participants and host community property. Host Societies must plan for backup support services in these areas. 4. Security Clearances Host Societies are responsible for ensuring that all Games personnel (staff and volunteers) are subjected to security clearance procedures approved by the local law enforcement agency. The AWGIC recommends that all organizations within participating Contingents implement a criminal records check system approved by the law enforcement agency in their jurisdiction on all coaches, chaperons and mission staff. 5. Critical Incident Planning The objectives of the Critical Incident Plan are: To develop a Games critical incident response plan utilizing an all-hazards emergency management approach that integrates consequence management and public safety activities; To establish a system for multi-agency coordination of extraordinary response operations required to respond to a catastrophic disruption of sporting events or other Games-related activities; and To develop venue-specific arrangements for assessing hazards and vulnerabilities, preparing critical infrastructure assurance arrangements, and determining continuity options. The Host Society is responsible for developing and implementing a system of notifying Chefs/AWGIC as soon as possible on any serious incident that occurs during the Games. Details on the system/protocol must be provided to Chefs during the fall meeting six months prior to the Games. May 6, 2018 7.20-6
6. Risk Management Planning A Risk Management Plan allows the Host Society to eliminate or reduce potential hazards that might impact Contingent participants, Host Society volunteers and staff, members of the public and others. The plan describes foreseeable risks, estimates what impact they might have and spells out how the Host Society should react. These plans are closely linked to critical incident plans but also include insurance coverage for various aspects of the Games, security screening for volunteers and staff and other factors. A risk management plan also includes as assessment matrix that includes an analysis of all risks based on likelihood that they will occur and their potential impact (high, medium and low) and the related mitigation strategies. Risk management strategies should be review regularly and updated as required. May 6, 2018 7.20-7